Forms and Fields: Fields

Objective

After completing this lesson, you will be able to describe how a field is modified

Forms and Fields: Fields

In Concur Invoice, fields are the individual data entry points used to capture information about an expense. They are the building blocks of expense reports, allowing users to input details like date, amount, vendor, and expense type. TheFields tab is used to modify these field attributes.

To access this tab, select the Fields tab on the Forms and Fields page. After selecting the form type, the tab will display a list of the associated fields. They can be modified individually (with more options) or in groups (with fewer options).

The image displays a software screen titled “Forms and Fields” with the form type set to “Payment Request Allocation.” The Fields tab is selected. A toolbar below the tabs shows buttons labeled Modify Field, Deactivate, and Add to Forms, followed by a search box. A table lists multiple field entries, each with columns for Field Name, Site Required, Data Type, Status, Table Name, and Column Name. The field names include entries such as “Custom 01 – Company,” “Custom 02 – Region,” “Custom 03 – Department,” “Custom 04 – Reference Code,” “Custom 05 – 1099 Reporting,” and others. All listed fields show “No” under Site Required, various data types such as Connected List, List, Boolean, and Text, and “Active” under Status.

There are many field settings available to modify. Review the following screenshot and list to learn more.

The image displays a pop‑up window titled “Modify Fields” within a software screen. The pop‑up shows a form for editing a field named “Custom 06.” The form includes dropdown menus and text fields for data type, site‑required status, control type, default maximum length, default validation, default value type, copy down source, and field role. A section labeled “Access Rights” appears below, listing several roles with permission settings such as “Modify” or “Read‑only.” A blue Save button and a gray Cancel button appear at the bottom of the pop‑up.
  1. Field Name: This is the name used to reference this field, regardless of which form is used. The field name is also the default form field label. The maximum number of characters is 64.
  2. Data Type: This determines the data type for the field. The data type is configurable only for Custom and Org Unit fields. The available data types are:
    • Amount (currency)
    • Boolean
    • Connected List
    • Data
    • Integer
    • List
    • Numeric (floating point)
    • Text
  3. Control Type: This lets you select the control type users employ for data entry in the form. The options that appear here are determined by the option selected in the Data Type field. Review the following table to learn about the available control types for each data type.
    Data TypeControl Type Options
    AmountEdit
    BooleanCheck Box, Boolean drop-down List
    Connected ListEdit (w/ Connected List Helper)
    DateEdit (w/ Date Helper)
    IntegerEdit
    ListDrop-down List, Edit (w/ List Helper)
    NumericEdit
    TextEdit, Multi-line Edit, Launch URL (Single-line), Launch URL (multi-line)
  4. Default Max Length: This lets you set the maximum length of the field value.
  5. Default Validation: This lets you select a validation routine to run against the field.
  6. Default Value Type: This offers options for the information that should automatically appear within a specified field for an employee. The options are:
    • Copy Down: Allows the information entered in a field to be automatically entered into duplicate fields on other pages.
    • Constant: Allows you to enter a default value that will always be entered for the employee when that selected field appears.
    • None: No default type.
  7. Access Rights: Indicates the level of access granted to each role that uses a form with this field. It can be set to Modify, Read-only, or Hidden.

Modify a Field

Review the following steps to learn how to modify field settings.

Steps

  1. On the Fields tab, select the desired field and then select Modify Field.

    The image displays a software screen titled “Forms and Fields” with the form type set to “Employee.” The Fields tab is selected. A toolbar appears under the tabs with buttons labeled Modify Field, Deactivate, and Add to Forms, followed by a search box. A large table lists numerous field entries, including items such as Abbreviation, Active, Annual Balance, City, Country, Custom 01 through Custom 20, Default Travel Agency, Driver’s License, Email Address, and Employee First Name. Each row shows values for Site Required, Data Type, Status, Table Name, and Column Name. The row labeled “Custom 19” is highlighted.

  2. The Modify Fields window appears. Adjust the field settings as needed and then select Save.

    The image displays a pop‑up window titled “Modify Fields” within a software screen. The pop‑up shows a form for editing a field named “Custom 19 – Payroll ID.” The form contains dropdown menus and text boxes for data type, site‑required status, control type, default maximum length, default validation, and default value type. A section labeled “Access Rights” appears below, showing roles with permissions set to “Modify.” A blue Save button and a gray Cancel button appear at the bottom of the pop‑up.

Result

The modified field is saved and ready for use.

The image displays a software table showing a list of fields within an employee form configuration screen. Several rows appear in the table with columns for the field name, site‑required status, data type, and status. The highlighted row shows the field named “Custom 19 – Payroll ID.” The row indicates that the field is site‑required, uses the text data type, and is active. Surrounding rows display additional custom fields, including Custom 18 and Custom 20, along with other standard employee fields such as Default Travel Agency, Driver ID, Email Address, Employee First Name, Employee Group, Employee ID, and Employee Last Name.

Summary

  • Open Forms and Fields, choose form type, then Fields tab shows associated fields for individual or group edits.
  • Select a field and choose Modify Field to edit its attributes.
  • Update settings like field name, data type (Custom/Org Unit only), control type, length, validation, default value, and access rights.
  • Control types depend on the selected data type; options vary accordingly.
  • Select Save to apply changes; the modified field is saved and ready for use.

Reference

TopicLink
Forms and FieldsSAP Help Portal

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